Managing Payers and Payer Groups

Owned by IT Info
Aug 03, 2021
4 min read

Managing Payers

You can manage payers for Expense by creating sets of payers to apply to different groups.

Note: To set a user's account role to be a payer, see Editing a User Profile and Setting Delegates.

After clicking the Services tab and clicking the Expenses (New) link, the Expenses (New) page appears. To manage payers, click the Payer Management link. The Payer Management page appears.

To create or edit a payer set, click the Payer Sets link. Payer Sets page appears.

To add a new payer set, follow these steps:

  1. Click Add a New Set to add a new set.
  2. Enter a name into the Name field that will be easily recognizable when it appears in a dropdown menu, such as "Sales Payers" for the sales department payers.
  3. Click the Add Payer button. A list of designated payers appears with their first and last names and email addresses.
  4. Select designated payers by clicking the check box next to each name.
  5. Click Add. The Edit Payer Set page appears with the list of selected payers.
  6. Click Save to save the list of payers.

To edit a payer set, follow these steps:

  1. Click the name of a set to edit the set.
  2. To add a payer, click the Add Payer button. A list of designated payers appears with their first and last names and email addresses.
  3. Select designated payers by clicking the checkbox next to each name, and click the Add button at the bottom of the page.
  4. (Optional) If you need to delete a payer from the list, click the trash can icon in the left column of the list on the Edit Payer Set page.
  5. Click Save to save the list of payers. 

Note: To commit all of your changes after saving them, click the Changes not applied link at the top of the page. The Commit Changes page appears. Click the Commit button.

Payer Groups

Groups make it possible for you to assign different rules to different types of users. A user’s access to services and other options is determined by the groups to which the user belongs. You can add a payer set to one or more groups. For an overview, see Groups Tab for Managing Groups.  

Adding a New Group

 To add a new group, click the Add a New Group link. The Groups | Add Group page appears. Follow these steps:

  1. Group Name: Enter a name that will be easily recognizable for the group. For example, you might use VIP if your organization is a large enterprise, or the client name if you manage a site with multiple client businesses.
    Note: Do not include any special characters in the Group Name.
  2. Description: (Optional) Enter a group description.
  3. Group Use: Select the type of rules that can be assigned to this group. For example, if service rules should be assigned, click the checkbox for Service Rules. This means that when you assign service rules under the Rules tab (as described in Rules Tab for Managing Rules), this group will appear so that you can assign service rules to it. You can enable the following rules for this group:
    • Service Rules: The group will appear in the list of groups for Service Rules under the Rules tab.
    • Account Rules: The group will appear in the list of groups for Account Rules.
    • Groupware Rules: The group will appear in the list of groups for Groupware Rules.
    • Display Options Rules: The group will appear in the list of groups for Display Options Rules.
    • Web Services Rules: The group will appear in the list of groups for Web Services Rules.
    • Mobile Rules: The group will appear in the list of groups for Mobile Rules.
    • Dynamic Profile Attribute Assignment Rules: The group will appear in the list of groups for Dynamic Profile Attribute Assignment Rules.
  4. Select the group parameters for defining the group:
    1. Select User or Group from the first dropdown menu under "And..." to add the first parameter.
      • If you select Group, choose an existing Group name from the second dropdown menu.
      • If you select User, choose a parameter from the second dropdown menu.
        • You can choose parameters to match users, such as User Name / Login, First Name, Middle Name, Last Name, Email, Is Guest User, Is a Traveler, and so on. 
        • If you choose a parameter such as User Name / Login, you can also choose an operator (such as Starts with, Contains, Equals, and so on) from the second dropdown menu, and enter text in a field for the operator. For example, you can choose User, Department Name, Starts with, and Sales (for any department starting with the word "Sales").
        • Choose Dynamic Group Name to define a group that is used for meeting travel, and then enter a name that is an exact match for the meeting type in the meeting provider tool. See Managing Meetings on a Site for details. 
    2. Click the Add Parameter link if you need more than one parameter to define the group.
  5. Click the View Active Users button to be sure the value used as the parameter is correct. A list of users who fit the criteria appears.
  6. Make sure that the list includes the appropriate users. Click Back to return to the Add Group page. Adjust the parameters if necessary.
  7. Click Save to save the group.

Tip: You can quickly define a group that includes only guest traveler profiles by using the following parameters in Step 4 above: User, Is Guest User, Is Not Null. 

Tip: To reduce the number of profiles that are sent out to global distribution systems (GDSs) to only those users who actually travel and have travel preferences, you can define a group using the Is a Traveler parameter User in Step 4 to include only those users who have travel preferences. 

Note: To commit all of your changes after saving them, click the changes not applied link at the top of the page. The Commit Changes page appears. Click the Commit button.

Editing a Group

To edit an existing group, click the group's name in the Name column. The Edit Group page appears. Follow the steps above to edit the group information.

 

After adding Groups, you can enable Expense rules. You must first decide if all users will use the same rules, or if you want different rules for different groups of users (such as payers for specific departments). Refer to the next section, /wiki/spaces/EN/pages/12058792 for more information.